Title: Office Coordinator
Department: Building Operations/Maintenance Updated: 11/2017
Division: Buildings Operations/Maintenance FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available

This position is responsible for the performance and management of operational activities of the Building Maintenance and Grounds Department to perform complex accounting of the department and Public Improvement funds, employee work hours, county building projects and general administrative funds on paper and on computer. This candidate will also perform general clerical work, answer phones, wait on walk-in customers, answer citizen inquiries, maintain office files, pay invoices, prepare purchase orders, receive rebate funds/credits and handle incoming and outgoing correspondence. 


·         Answer phones and wait on walk-in customers.

·         Answer inquiries relating to Maintenance and general County related referrals

·         Prepay payment vouchers, petty cash, vending receipts, etc.

·         Prepare purchase orders and maintain custodial, mail room and office supplies.

·         Proofread and edit correspondence.

·         Process incoming and outgoing mail.

·         Maintain office filing system.

·         Create spreadsheet and enter data into various PIF building projects.

·         Enter employee payroll data into county computer payroll system.

·         Maintain employees’ accrual balances for vacation/sick/comp time.

·         Work with County insurance Risk Manager to facilitate county wide AED units, to order, track, voucher and administer all units.

·         Coordinate with Superintendent the FMLA and Workers Comp paperwork, scheduling and recording.

·         Review and assist in the department’s Help Desk assignments when applicable.

·         Coordinates administrative and clerical activities, including employee scheduling, payroll reporting and report processing

·         Prepare monthly summaries of waste received, revenues, and expenses for Board of Commissioners.

·         Understand of safety procedures and appropriate safety standards are met.

·         Oversee the screening of all loads brought to landfill to prevent admission of potential hazardous substance or prohibited materials.

·         Collects statistical and regulatory data to prepare compliance reports for management review.

·         Provides work direction to assigned staff; prioritizes and assigns tasks and projects; trains and instructs employees, as required.

·         Responsible for compliance record keeping for leachate management.

·         Financial reporting and bookkeeping experience.

·         Other duties as assigned.


Supervised by the Director of Buildings Operations & Maintenance or designee.


Guides work of others, including planning, assigning and scheduling work  but no supervisory responsibility.


·         Associates degree required equivalent combination of experience and education may be substituted. 

·         Some college level courses and experience in clerical work, bookkeeping and customer relations are preferred.

·         A minimum of three to five years of experience in a modern office environment performing responsible clerical tasks.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.  

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                       

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

  • Ability to demonstrate predictable, reliable, and timely attendance.                
  • Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              
  • Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     
  • Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                      
  • Ability to use discretion and maintain sensitive and confidential information.     
  • Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
  • Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             
  • Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
  • Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.


  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Generally works in a normal office environment. 

·         The noise level in the work environment is moderate with many interruptions




Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.




It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.